United Nations World Food Programme

Transcription

1 Standard Administrative and Operating Procedures (SAOPs) Applicable to the WFP Special Operation in Sri Lanka Page 1 of 18

2 World Food Programme Special Operation for logistics augmentation Table of Contents 1. Introduction Administrative procedures WFP Priority system Common User Responsibility Transport Requests Storage Requests Transportation and storage of Dangerous or Contaminating Goods Transport Request Form - sample Storage request form - sample Stack card - sample WFP Waybill - sample Emergency Contact List Staff Organigram Transport Plan Common User Hub Information - Jaffna Common User Hub Information Vavuniya Common User Hub Information Vavuniya Common User Hub Information - Trincomalee Common User Hub Information - Mallawi Common User Hub Information - Mullaitivu Page 2 of 18

3 World Food Programme Special Operation for logistics augmentation 1. Introduction In February 2006 an inter-agency contingency planning exercise, created the Special Operation (SO) for Augmentation of logistics preparedness capacity. In July and August 2006 a mission to complement the work done in the contingency planning exercise and validate/finalise the proposals made in the SO document covered the following key focus areas; 1. Assess Shipping options to Jaffna district in case of access by road 2. Design the logistics network to augment existing capacity 3. Requirements for a dedicated fleet to run convoys into the uncleared areas 4. Stockpile mapping of logistics items among various humanitarian organisations on the ground. The objectives of the SO are; a) Increase the overall emergency preparedness of WFP b) Activate the contingency plan s priority preparedness actions. c) Form collaboration with independent implementing organizations. d) Improve and increase logistic capacity near the border between Government and LTTE-controlled areas. Staff - In September 2006 one international logistician arrived in country to begin the SO, in October ather two international staff began work and by mid-2007 there is a total of seven international and twelve national staff. There is more staff planned to begin soon. Transport Twenty trucks of ten metric tonne capacity purchased, and a contract to provide drivers and maintenance arranged with T.N.T. Ather ten trucks, of twenty metric tonne capacity are planned to be purchased. Private trucking is also available in most areas. The transport hub is based in Trincomalee. Storage One logistics hub in Vavuniya is w operational and ather smaller common user hub is also available. One warehouse in Jaffna has been refurbished, and mobile storage units installed. Storage in Mallawi, Mullaitivu and Batticaloa exists and can be increased as necessary. There are mobile storage units established in Trincomalee. Storage capacity/needs countrywide are under constant assessment. Coordination Regular interagency logistics meetings are chaired by WFP to engender a coordinated logistics effort country wide. These occur every second Friday at the Colombo office of WFP logistics. WFP represents the humanitarian community at large on a range of issues with the Government of Sri Lanka. WFP coordinates passenger and cargo flights, as well as cargo vessels to Jaffna. The common-user hub at Mallawi currently offers transport and storage free of charge to all humanitarian actors. The common-user hubs at Vavuniya, Jaffna and Trincomalee offer technical logistic advice and coordination as well as free transport and storage. The Colombo office offers technical logistic advice and coordination. Page 3 of 18

4 World Food Programme Special Operation for logistics augmentation 2.1. Administrative procedures All SO storage and transport services, technical advice and coordination are currently free of charge. Due to budgetary constraints, this situation may change in the future, to partial or full cost recovery charges being applied. Notice will be given of any intention to charge fees for storage or transport. Any cost recovery will be competitive with common commercial rates. All common user hubs and storage have WFP security guards. All convoys are attended by convoy coordinators. All care is taken for goods held or transported by WFP, however responsibility will be taken for goods or equipment damaged or stolen while under WFP care. WFP carries insurance to cover loss or damage, r injury to persons visiting or attending the hubs for professional reasons WFP Priority system WFP SO staff will make all prioritising decisions. Goods to be transported and stored will be considered on a case by case basis, and priority given to goods of an emergency or perishable nature Common User Responsibility Users requesting SO assistance are responsible for providing all information possible regarding the goods to be carried or stored. Users requesting storage or transport are required to obtain all necessary approvals and licences from relevant government authorities, and to pay any required government fees or charges. Users requesting storage or transport are required to arrange their own insurance of goods and equipment, and to cover all of their staff working, or visitors attending the hubs. WFP does t perform any stock management for agencies requesting storage or transport. WFP is t accountable for stock shortfalls, and wherever possible, users should provide staff to attend all loading and unloading procedures. Stock management is entirely in the hands of users themselves. If the user involved does t have its own stock management system, then the WFP system should be used. WFP waybills and stack cards are to be used to record all stock offloading. Page 4 of 18

5 World Food Programme Special Operation for logistics augmentation 2.4. Transport Requests All transport requests must be made as far as possible in advance and completed in full. Transport requests are to be made on the attached Transport request Form (TRF), and addressed to those individuals named on the form. WFP will arrange all necessary permissions and approvals for movement of trucks and drivers from the Military or Government representatives of Sri Lanka. WFP will t be responsible for permissions and approvals for cargo Storage Requests All storage requests must be made as far as possible in advance and completed in full. Storage requests are to be made on the attached Storage request Form (TRF), and addressed to those individuals named on the form. Storage is available to all humanitarian agencies at the Common User Hubs. Each Common User hub has warehouse staff, who must be provided with a delivery te/waybill on delivery, and who will provide a receipt te for goods on arrival Transportation and storage of Dangerous or Contaminating Goods The agency requesting transport or storage of dangerous or contaminating goods must: 1. Identify any dangerous article or substance when requesting transport or storage. 2. Limit the quantity contained in each package to the maximum allowed. 3. Use the correct type of packaging. 4. Put the required labels and markings on the package. 5. Inform in detail the WFP SO of the nature of cargo. 6. Inspect each package for leakage or damage. For the sake of brevity, the following dangerous or contaminating cargo list includes but is t limited to the following categories of goods. If in doubt of the regulations applying to any cargo, please contact the WFP SO Office with your queries. List of Dangerous or Contaminating Cargo 1. Fuel and engine oil. 2. Dental apparatus equipment, which may contain hazardous chemicals such as resins or solvents are also prohibited. 3. Various medical supplies, which may contain dangerous chemicals. (conditions apply) Page 5 of 18

6 World Food Programme Special Operation for logistics augmentation 4. Pharmaceuticals which may contain dangerous chemicals, e.g. acids (conditions apply) 5. Repair kits which may contain dangerous goods: cellulose paints, organic peroxides, etc. (prohibited) 6. Some medical items for scientific research i.e. unkwn samples for testing may contain dangerous goods. (prohibited unless identified) 7. Swimming pool chemicals, water chemicals, which may contain dangerous chemicals. (prohibited) 8. Toolboxes may contain explosives; compressed gases or flammable gases (butane cylinders). (prohibited) 9. Motor vehicle or generator batteries, only if dry. (conditions apply) 10. Heat producing articles e.g. battery-operated equipment such as underwater torches and soldering equipment, which, if accidentally activated, will generate extreme heat, are prohibited. 11. Fertilizers in combination with food or cement. 12. Cement in combination with sugar and other foods. Due attention must be given to the strict adherence of these procedures by all personnel involved in preparing a consignment and booking in WFP vehicles or storage. No items restricted by the Government of Sri Lanka will be carried or stored by WFP. WFP reserves the right to refuse any cargo as it determines on a case by case basis. Page 6 of 18

7 World Food Programme Special Operation for logistics augmentation 3.1. Transport Request Form - sample Date of Request Requesting UN Agency/NGO Requesting Officer WORLD FOOD PROGRAMME TRANSPORT REQUEST FORM - CARGO All transport requests should be submitted at least 72 hours in advance, in order for WFP to assess the availability of trucks, to cover the request. All requests should be send to the following addresses: TO: jane.castledine@wfp.org CC: michael.hasselstroem@wfp.org jan.christensen@wfp.org Tel: Tel: Tel: Contact Number Office Mobile Loading Address Destination Address Contact Person at Destination Contact Number Office Mobile Type of Cargo Cargo Manifest Volume per Item Weight per Item Qty. Of Items Total MT Total Quantity of Items and MT Kindly attach complete manifest with all above details, when larger consignments than lines available above Approval obtained by agency Cargo GA approved Cargo CGES approved Cargo MoD approved Cargo Custom cleared Yes No Pending Transport request approved Transport request disapproved ONLY FOR WFP LOGISTICS HUB USE Est. Loading date at WFP Logistics Hub Estimated date of dispatch from Hub No liability for losses, damage, injury or death howsoever arising under any circumstances whatsoever, is accepted by the United Nations World Food Programme, its employees or agents Page 7 of 18

8 3.2. Storage request form - sample WORLD FOOD PROGRAMME Date of Request STORAGE REQUEST FORM - VAVUNIYA LOGISTICS HUB All storage requests should be submitted at least 72 hours in advance, in order for WFP to assess the availability of space, in the Logistics Hub. All requests should be send to the following addresses: TO: jane.castledine@wfp.org CC: michael.hasselstroem@wfp.org jan.christensen@wfp.org Tel: Tel: Tel: Requesting UN Agency/NGO Requesting Officer Contact Number Office Mobile Date of Unloading Requested Removal date Requested Storage period Type of Cargo Storage Manifest Volume per Item Weight per Item Qty. Of Items Total MT Total Quantity of Items and MT Kindly attach complete manifest with all above details, when larger consignments than lines available above Storage request approved Storage request disapproved ONLY FOR WFP LOGISTICS HUB USE Uading date at WFP Logistics Hub Removal date from WFP Logistics Hub No liability for losses, damage, injury or death howsoever arising under any circumstances whatsoever, is accepted by the United Nations World Food Programme, its employees or agents Page 8 of 18

9 3.3. Stack card - sample STACK CARD Vessel Date: S.I./CR No.: Project: Commodity: Unit weight: Dor: Expiry date: Origin: Location: Date Reference No. Receipt (units) Despatch (units) Balance (units) Remark Page 9 of 18

10 3.4. WFP Waybill - sample Page 10 of 18

11 4. Emergency Contact List Position Phone Name Convoy Coordinator Jane Castledine Site Manager Michael Hasselstroem Fleet Manager Jan Christensen WFP Logistics Manager Sergio Monteiro 5. Staff Organigram SO Staff Setup Sergio M. Logistics officer Jaffna Logistics Base Anders K. Logistics officer ATA: 26 Jun x Admin Clerk Vacant 1 x Logistics clerk Vacant Vitalis (driver) ATA: 1 Mar 2007 Trincomalee Fleet Operations Base Vavuniya logistics HUB Michael H. Site Manager ATA: 7 Nov 2006 Jerosy S. Admin & Finance Asst. ATA: 02 Jan 2007 R. Vaseeharan Field Asst. (Convoy) ATA: 02 Jul 2007 Santhiralingam. K Logistics Clerk Shanmugaraja (Driver) Thevabenedict (Driver) Colombo support team Joan L. Funds manager ATA: 20 Oct 2006 CTS/COMPAS Vacant Matthew S. Logistics officer ATA: 13 Dec 2006 David A. Logistics officer ATA: 17 Sep 2006 Jane C. 2 x Field Asst. (Convoy) Logistics Officer M. Fazam 02 Jan 2007 ATA: 5 Jan 2007 K. Theesan 15 Jul 2007 Jan C. Irshad L. Fleet Manager Logistics Asst. (Fleet) ATA: 20 Dec 2006 ATA: 02 Jan 2007 Drivers 1 x Admin Clerk Shanmuganathan K. Vacant AJM Milton Sivaganesharajan K. Page 11 of 18

12 6. Transport Plan VAVUNIYA Common User Hub UN MADHU/MANNAR MALLAWI KILINOCHCHI VANNI FDP S UN MULLATIVU C O L O M B O UN UN AMPARA BATTICOLOA TRINCOMALEE Common User Hub AMPARA FDP S BATTICOLOA FDP S TRINCOMALEE FDP S POINT PEDRO or KANKASANTURAI JAFFNA Common User Hub JAFFNA AIRPORT JAFFNA FDP S UN UNWFP OWNED AND OPERATED TRANSPORT PRIVATE / PARTNER OR GOSL TRANSPORT Transport and storage available Transport only available TRANSPORT SITUATION AS AT August 8, 2007 Page 12 of 18

13 7.1. Common User Hub Information - Jaffna Hub Address RASAVEETHI KOPAY Permanent warehouse 889 sq/m MSU 10m x 24m 480 sq/m Single entrance - two more planned - lighting available - refurbished 2007 Compacted Gravel flooring MSU 10m x 32m Total 1280 sq/m 2649 sq/m Compacted Gravel flooring Facilities Y / N Comments 6 metre truck access Toilet Generator 24hr security Secure compound Water Office facilities Security fencing Security lighting Transport availability Loading labour available Vehicle workshop Parking Rest area but space available commercial commercial but space available Contacts Name Mobile Ph Office Phone Anders Kulle Anders.Kulle@wfp.org Sathes Saravanabavan sathes.saravanabavan@wfp.org Page 13 of 18

14 7.2. Common User Hub Information Vavuniya - 1 Hub Address PADDY MARKETING BOARD, MANNAR RD, VERPAMKULAM Permanent warehouse 640 sq/m MSU 10m x 24m sq/m In two warehouses - one steel, one concrete MSU 10m x 32m sq/m Total 640 sq/m Facilities Y / N Comments 6 metre truck access Toilet Generator 24hr security Secure compound Water Office facilities Security fencing Security lighting Transport availability Loading labour available Vehicle workshop Parking Rest area WFP FLEET OPERATES TO THIS AREA, also COMMERCIAL AND MPCS commercial Contacts Name Mobile Ph Office Phone Jane Castledine jane.castledine@wfp.org Michael Hasselstroem michael.hasselstroem@wfp.org Page 14 of 18

15 7.3. Common User Hub Information Vavuniya - 2 Hub Address MOONRUMURRIPU, VAVUNIYA Permanent warehouse 0 sq/m MSU 10m x 24m 0 sq/m MSU 10m x 32m Total 1920 sq/m 1920 sq/m concrete bases Facilities Y / N Comments 6 metre truck access Toilet Generator 24hr security Secure compound Water Office facilities Security fencing Security lighting Transport availability Loading labour available Vehicle workshop Parking Rest area road sealing underway WFP FLEET OPERATES TO THIS AREA, also COMMERCIAL AND MPCS commercial Contacts Name Mobile Ph Office Phone Jane Castledine jane.castledine@wfp.org Michael Hasselstroem michael.hasselstroem@wfp.org Page 15 of 18

16 7.4. Common User Hub Information - Trincomalee Hub Address 68 Love Lane, Nilaveli Road, Trincomalee Permanent warehouse 0 sq/m MSU 10m x 24m 240 sq/m MSU 10m x 32m 320 sq/m Total 560 sq/m concrete base concrete base Facilities Y / N Comments 6 metre truck access Toilet Generator 24hr security Secure compound Water Office facilities Security fencing Security lighting Transport availability Loading labour available Vehicle workshop Parking Rest area WFP fleet - 20 x 10 MT lorries + commercial commercial Contacts Name Mobile Ph Office Phone Jane Castledine jane.castledine@wfp.org Jan Christensen jan.christensen@wfp.org Page 16 of 18

17 7.5. Common User Hub Information - Mallawi Hub Address Thunukai road, Mallavi Permanent warehouse 240 sq/m MSU 10m x 24m 0 sq/m ROOF REQUIRES MINIMAL PATCHING MSU 10m x 32m 640 sq/m Total 880 sq/m gravel base Facilities Y / N Comments 6 metre truck access Toilet Generator 24hr security Secure compound Water Office facilities Security fencing Security lighting Transport availability Loading labour available Vehicle workshop Parking Rest area limited access to built warehouse built warehouse outside compound temporary facility can be made available around MSU's only - built warehouse t secured WFP FLEET OPERATES TO THIS AREA, also COMMERCIAL AND MPCS commercial can be arranged limited Contacts Name Mobile Ph Office Phone Jane Castledine jane.castledine@wfp.org Michael Hasselstroem michael.hasselstroem@wfp.org Page 17 of 18

18 7.6. Common User Hub Information - Mullaitivu Hub Address WFP Compound, Mankulam Road, Mulliyavalai Mullaitivu Permanent warehouse 0 sq/m MSU 10m x 24m 0 sq/m MSU 10m x 32m 640 sq/m Total 640 sq/m One concrete base, one compacted gravel Facilities Y / N Comments 6 metre truck access Toilet Generator 24hr security Secure compound Water Office facilities Security fencing Security lighting Transport availability Loading labour available Vehicle workshop Parking Rest area WFP FLEET OPERATES TO THIS AREA, also COMMERCIAL AND MPCS commercial Contacts Name Mobile Ph Office Phone Jane Castledine jane.castledine@wfp.org Michael Hasselstroem michael.hasselstroem@wfp.org Page 18 of 18